Group Telepresence. Group Telepresence 3351 Group Telepresence 3330 (GT Mini)

Transcription

1 Group Telepresence Group Telepresence 3351 Group Telepresence 3330 (GT Mini) User Guide 01 February 2018

2 Contents About StarLeaf room systems 4 Introducing the touchscreen controller 4 Out-of-hours power saving for touchscreen controllers 5 Audio connections 6 The home screen 7 Forwarding calls and Do not disturb 7 Camera control for the PTZ camera 8 Making a call 10 Dialing a number 10 Dialing a favorite 10 Redialing a recent call 10 Searching in the company directory 11 Dialing addresses that include letters or symbols 11 Who can you call? 11 Using in-call features 13 When you are in an audio call 13 When you are in a video call 13 Changing what you see in a video call 14 Changing what they see in a video call 15 Layouts for dual screen room systems 16 Connecting a laptop 18 Sharing the display 18 Sharing the audio 19 Contacts 20 About contacts 20 About personal contacts 20 Adding personal contacts 20 Deleting personal contacts 20 About favorites 22 Creating favorites 22 Deleting favorites 22 Presence and other speed dial icons 23 About conferencing 25 Joining a meeting on the room system 26 Joining a scheduled StarLeaf conference 26 Joining a conference on any other conferencing service 27 Group Telepresence, 01 February 2018 Page 2 of 40

3 Joining an ad hoc conference 27 How to schedule a meeting 28 Conference layouts 30 Default layouts 31 In-call conference control and icons 32 In-call conference controls 32 Participant controls 32 Layout control 32 Conference control 32 In-conference icons and counters 34 About guest invites 35 Invite process 35 Dialing from third-party endpoints 36 Default settings for a guest 37 Using the Conference Phone LED behavior 38 Installing the Conference Phone Customizing your touchscreen controller 39 Choosing a ringtone 39 Sorting your contacts 39 Sorting your company directory 39 Legal information 40 Third party software acknowledgments 40 Disclaimers and notices 40 Group Telepresence, 01 February 2018 Page 3 of 40

4 About StarLeaf room systems About StarLeaf room systems StarLeaf provides a number of different telepresence systems for meeting rooms. There are two Group Telepresence codecs: Group Telepresence 3351 Group Telepresence 3330 (GT Mini) Introducing the touchscreen controller Every room system comes with a touchscreen controller: the StarLeaf Touch You use the touchscreen controller as the means for making and controlling video calls with the room system. Through the touchscreen controller, you can access the directory and contacts. You can use the touchscreen controller to create ad hoc conferences, and to add and remove participants. There are currently two versions of the StarLeaf Touch 2035 user interface. The original UI: The new UI: Note: If you are an existing customer, please contact StarLeaf Support if you would like to have your room systems use the new user interface. Group Telepresence, 01 February 2018 Page 4 of 40

5 Introducing the touchscreen controller The figures below shows the features on the front of the StarLeaf Touch Table 1: Front panel features and controls Button Audio mute Video mute Home Audio volume down Audio volume up Answer/Make call Hang up Description Toggle the microphone on and off. The button lights when the microphone is off. When you are in a call and your audio mute is on, nobody can hear what you are saying (your audio is disabled) Toggle the camera on and off. The button is an LED that lights when the camera is off. When you are in a video call and the video mute is on, nobody in the call can see you (your video is disabled) Press to display the home screen of the touchscreen controller from any screen in the interface. Double-press to access the touchscreen controller s settings Press during a call to decrease audio volume or, if you are not in a call, press to decrease the loudness of the ringer Press during a call to increase audio volume or, if you are not in a call, press to increase the loudness of the ringer Press to answer an incoming call. At other times, press to access the dial screen and the directory Press to end the current call Out-of-hours power saving for touchscreen controllers The backlight on a touchscreen controller dims between the hours of 7pm and 7am in the endpoint's local timezone. When a touchscreen controller is dimmed, it shows a screen saver displaying the time. Touching the dimmed screen causes the backlight to light again. A touchscreen does not dim for one hour after the last time it was touched. Power saving is automatically enabled for all touchscreen controllers. There is no configuration. Group Telepresence, 01 February 2018 Page 5 of 40

6 Introducing the touchscreen controller Audio connections For more information about audio, refer to: Connecting a laptop (p18) Using the Conference Phone 2220 (p38) Group Telepresence, 01 February 2018 Page 6 of 40

7 The home screen The home screen This is the home screen of the touchscreen controller with the original user interface: If you are using a touchscreen controller that has the new user interface, the home screen looks like this: To display the home screen of the touchscreen controller from any other of its other screens, press the Home button. To access the settings, double-press the Home button. Note: If you are an existing customer and would like to have your room systems use the new user interface, please contact StarLeaf Support. Forwarding calls and Do not disturb These options apply only to the touchscreen controller with the original UI. If you want to use the new user interface for the room system, you must first disable call forwarding and do not disturb. To forward calls either to voice mail or to another phone number, use the Call acceptance slider. Note: By default, StarLeaf Cloud meeting room systems do not have voice and video mail enabled. To set the status of the Group Telepresence system to 'do not disturb' move the Call acceptance slider to do not disturb. If other users have the meeting room set as a favorite, they can see that the room is busy because the meeting room name is displayed on their home screen with a 'busy' icon. Group Telepresence, 01 February 2018 Page 7 of 40

8 The home screen If the Group Telepresence system does not have voic , then setting the touchscreen controller to do not disturb causes a 'busy' tone for anyone attempting to call this system. If voic is enabled for this meeting room system, the call will be immediately diverted to the mailbox. To forward calls to another phone number, move the Call acceptance slider to forward calls. Choosing to forward calls means that anyone who has this system as a favorite can see that you have forwarded the calls. When you choose to forward calls, you see the following controls: Note: Connection from your StarLeaf endpoints to the public telephone network is an optional extra. For more information, contact your StarLeaf representative. Camera control for the PTZ camera The Camera Control tab on the home screen provides you with controls for the PTZ camera. (You will not see these controls if you are using a GT Mini with a USB camera.) Camera control on the Group Telepresence 3351: Camera control on the GT Mini 3330: The near-end camera control allows you to pan, tilt, and zoom your camera. This control is available both in a call and before you make a call. If the far end is using a PTZ camera, you might be able to control it yourself using the far-end camera (their camera) control. Group Telepresence, 01 February 2018 Page 8 of 40

9 The home screen Camera presets are pre-defined camera positions. For example, a pre-defined position that points the camera at the whiteboard, or that changes the camera to a wide-angled view. Select the position you require from the touchscreen controller. If you have more than one camera attached to the Group Telepresence 3351, the active camera selector allows you to select which camera you want to use. Group Telepresence, 01 February 2018 Page 9 of 40

10 Making a call Making a call You can make a call in a few different ways: You can dial a number: Simply dial the number You can call one of your favorites: Press the speed dial for the favorite that you want to call You can return a call: Go to home screen > recents and select the call you want to return You can call someone in the company's directory: Go to home screen > contacts > company directory and choose someone to call You can call someone from your own personal contact list: Go to home screen > contacts > personal contacts You can dial a video address that might be a series of letters, numbers or symbols Dialing a number You can simply dial a number as you would with any phone. When you start to dial a number, your screen looks something like this: Note: You might have been given a prefix to use when you want to dial out onto the public telephone network. For example, in some companies you are told to "dial 9 for an outside line". Connection from your StarLeaf endpoints to the public telephone network is an optional extra. For more information, contact your StarLeaf representative. Dialing a favorite Favorites are the contacts that you call most often. You decide who your favorites are by creating a favorite from the company directory (or from your personal contacts). Favorites appear on your home screen as speed dials. For more information on calling favorites, refer to Contacts (p20). Redialing a recent call To redial a call that you received recently: 1. Select recent calls. The screen displays the recent calls' list. 2. Select the name of the person whom you want to call. Group Telepresence, 01 February 2018 Page 10 of 40

11 Making a call Searching in the company directory Some companies have a lot of entries in the directory. In this case, you might find it easier to use the search facility. To do so: 1. Go to home screen > contacts > company directory and select search. 2. Use the keyboard to type the name of the person you want to find. Note: As soon as you start typing, the search starts looking. You might only need to type the first letter of someone's name to find them. The search keyboard looks like this: Dialing addresses that include letters or symbols You might need to dial someone who has a video address that includes letters or numbers and symbols. This might be known as a URI or it might be an IP address. If you need to do this, press * on the keypad (press the star key). Your display looks like this: Note: If you are dialing an IP address, you can do so by using the keypad of the touchscreen controller. Press the star (asterisk) key where you would normally put a dot, and press the hash (pound) key to cause the system to dial the IP address you have entered. Who can you call? You can call: Group Telepresence, 01 February 2018 Page 11 of 40

12 Making a call anyone in your company who has a StarLeaf endpoint (either the Breeze software or a hardware endpoint). These people are all in your contacts anyone outside your company who has a StarLeaf endpoint; just dial their address from your StarLeaf hardware video endpoint or from Breeze anyone else. If someone has not got a StarLeaf endpoint, you can still have a video call with them. There are two ways of doing this: Send them an invite and they can click a link to video call you from their web browser or they can install Breeze (the StarLeaf software endpoint) If they already have video conferencing equipment, they can call you using that (or you can call them if you know their video address or URI) Group Telepresence, 01 February 2018 Page 12 of 40

13 Using in-call features Using in-call features When you are in an audio call When you are in an audio call, you can see in-call options: add participant: you can add other people into your call hold call: put the other person on hold transfer call: transfer the call to another person When you are in an audio call, the display looks something like this: When you are in a video call If you are in a video call, you see some or all of the following in-call options on the display, in addition to the options listed above for audio-only calls: share my PC screen: you can share your screen with other person (or people) in your video call. Display tab: provides you with options for the screen layout. Note that this tab also provides a button to switch self view on and off FECC tab: if you are in a video call and the device at the other end of the call allows it, you can control that device's camera (for zooming and panning). FECC means Far End Camera Control When you are in a video call, your in-call options panel looks something like this: Group Telepresence, 01 February 2018 Page 13 of 40

14 Using in-call features Changing what you see in a video call Note: For information about multiparty conference controls and layouts, refer to About conferencing (p25). Press the Display tab to change what you can see in a video call. The Display tab looks like this: The Display tab gives you these options: video: select to view the other people in your video call. This is the default setting for a video call until someone shares a PC screen and then you see the shared PC screen, in which case, you may prefer to press this button to return to the video view my PC: press to view your own PC's display (if you have attached your computer to the codec). Remember that other people in the video call may still be able to see you no shared PC/shared PC: If someone is sharing content from their PC, you can press to view that shared content self-view: use the self-view slider to either see yourself or not. Self view allows you to see the view of you that other people see when you are in a video call. Switching it off does not prevent them from seeing you. To prevent people from seeing you in a video call, press the Video mute button on the touchscreen controller PiP: The PiP is the Picture-in-Picture view. For example, if you have self-view on, you see yourself in a PiP view. Use the PiP control on the Display tab to move the PiP around the screen. Note that if you are in a call where there is shared content (or you have pressed my PC) then the PiP control allows you to remove the PiP view; to do so, use the cross in the corner of the PiP control to close the PiP view. If you have closed the PiP view, you can make it reappear by pressing the plus sign on the PiP control Note: On a GT Mini or a Group Telepresence 3351, with two screens attached, the screen layout behaves differently. For more information, refer to Layouts for dual screen room systems (p16) below. Group Telepresence, 01 February 2018 Page 14 of 40

15 Using in-call features Depending on the other device in the video call, you might be able to remotely operate the pan and zoom on the camera at the other end of the call. When you can remotely control the camera at the other end of the call, this is called FECC (Far End Camera Control). You can only use FECC in a point-to-point call (that is, FECC is not available in a conference call). If FECC is allowed, you access it on the camera control tab. The FECC control allows you to pan and zoom the camera at the far end of the call. Changing what they see in a video call Camera presets Room systems can have up to five camera presets that allow you to adjust the camera focus of your video. For example, you can set a camera to point towards one part of the room and zoom in, when selected. To select a camera preset, open the Camera Control tab and press the star button for the camera preset that you want. The video adjusts automatically to the preset configuration. You can swap between presets at any time. Group Telepresence, 01 February 2018 Page 15 of 40

16 Using in-call features The camera presets must be predefined in the Portal. For more information on setting camera presets, refer to the topic About the camera for the GT 3351 or About the camera for the GT Mini Active cameras Note: The use of multiple cameras is limited to the GT 3351 only. You can have up to three cameras connected to the GT 3351 but only one camera can be active at a time. These three cameras can utilize the camera presets described above to determine not only which camera is in use, but also what the cameras focus on in the meeting room. When multiple cameras are connected to the codec, the active camera is selected in the Camera Control tab on the touchscreen controller. Selecting any of the other cameras in the Camera Control tab makes the one you've selected the active camera and, if done while in a call, the video immediately switches to that camera and the configured preset view. For more information on configuring camera presets with multiple cameras, refer to the topic About the camera. Layouts for dual screen room systems Room systems with two screens attached (screen A and screen B), show full-screen self view under the following circumstances: in a call, with self view enabled, and no computer connected, screen B shows self view off hook, but not in a call, and no computer connected, screen B shows self view off hook, but not in a call, with a computer connected, screen A shows self view The table below shows what is displayed and when in a dual-screen room system. Group Telepresence, 01 February 2018 Page 16 of 40

17 Using in-call features Room system state Screen A Screen B Not in a call Leaf icon Local PC or Leaf icon In a call Remote video Local PC or self view or Leaf icon Receiving content Remote video Shared PC Sharing content Remote video Local PC Group Telepresence, 01 February 2018 Page 17 of 40

18 Connecting a laptop Connecting a laptop When you are in a video call you can show your laptop's display, for example if you want to share what you are working on. To do so, your laptop must be connected to the Group Telepresence system. Usually, your IT administrator will have left a cable in the meeting room to which you can connect your laptop. If this is not the case, you need to consult your IT administrator, or refer to the Group Telepresence Installation Guide, which is available from the Knowledge Center. The Group Telepresence system includes a number of adapters to suit different PC video outputs (HDMI, VGA, DVI-D). Sharing the display To share your laptop's display: 1. Ensure you have connected your laptop to the Group Telepresence codec using the supplied cable. 2. Make a video call. 3. On the touchscreen controller, press share my PC screen: The display appears in one screen (connected to Video Out HDMI port 1 on the rear of the codec), and the view of the conference appears in the other screen. If there is only one telepresence screen, the display is the main view and the video shows in a picture-in-picture view. You can change what you see in a video call using the controls on the touchscreen controller (refer to Using in-call features (p13)). Note: If you only have one screen, the main view is the PC display and the view of the other participants is in PiP view in the corner of the screen 4. To change the view you see, use the display tab on the touchscreen controller: The display tab is described in greater detail in Using in-call features (p13). Group Telepresence, 01 February 2018 Page 18 of 40

19 Connecting a laptop Sharing the audio If you are using the GT Mini or the Group Telepresence 3351, you can also share the audio from your laptop. To do so, connect the audio-out from your laptop to the audio-in 3.5 mm connector on the rear of the room system. For further information about this, refer to the Group Telepresence installation information, which is available from the Knowledge Center. Group Telepresence, 01 February 2018 Page 19 of 40

20 Contacts Contacts About contacts Contacts are the people you want to call. Their contact details are available either because they are in the company directory or because you have added them as personal contacts. You decide who your favorites are by creating a favorite from the company directory (or from your personal contacts). Favorites appear on your home screen as speed dials. You can see the 'presence' of your favorites (described below in Presence and other speed dial icons (p23)). To access contacts, go to home screen > contacts. About personal contacts In addition to the global directory (to which everyone in your company has access), you can add your own, personal contacts. Adding personal contacts For each contact that you want to add: 1. Go to home screen > contacts > personal contacts. 2. Select add and enter your contact's details (shown below). Deleting personal contacts To delete a personal contact: 1. Go to home screen > contacts > personal contacts. 2. Select the contact you want to delete and select edit. Group Telepresence, 01 February 2018 Page 20 of 40

21 Contacts 3. Scroll down in that view and select delete contact. Group Telepresence, 01 February 2018 Page 21 of 40

22 Contacts About favorites Creating favorites To create a favorite from the company directory (or from your personal contacts): 1. Go to home screen > contacts > company directory (or home screen > contacts > personal contacts). 2. Find and select the person whom you would like to add as a favorite (either by using the search or by scrolling). 3. Select add to favorites (as shown below). Each favorite appears as a speed dial on your home screen. Deleting favorites To delete a favorite: 1. Go to home screen > contacts > favorites > edit. 2. Select the cross next to the favorite and select delete. Group Telepresence, 01 February 2018 Page 22 of 40

23 Contacts Presence and other speed dial icons Speed dials are displayed on the home screen with icons. StarLeaf users in your organization have an icon indicating presence as follows: StarLeaf presence and speed dial icons This favorite is available (that is, they are not in a call, have not set their StarLeaf device to do not disturb, and have not forwarded calls) This favorite's calls are being forwarded to another device This favorite has set his StarLeaf device to do not disturb This favorite is in a call at the moment This favorite is not currently connected to the StarLeaf Cloud service This favorite is an ipad user and Breeze is not currently open on the ipad. However, if you call this favorite, the ipad will ring and the call can be answered Contacts using other systems (for example, they are not within your organization or they have phones made by manufacturers other than StarLeaf) have icons as follows: Non-StarLeaf presence and speed dial icons This is a guest user or a user in another organization This is the contact's home number This is the contact's mobile number This is the contact's 'other' number This is the contact's work number You can see some examples of speed dial icons in the image below: Group Telepresence, 01 February 2018 Page 23 of 40

24 Contacts Group Telepresence, 01 February 2018 Page 24 of 40

25 About conferencing About conferencing There are three types of meeting: ad hoc meetings: ad hoc meetings start immediately. You create an ad hoc meeting when you are in a call; simply press add participant on your control panel: You can then add another person to your call. You can have up to 20 participants in an ad hoc meeting. Ad hoc meetings are also known as QuickMeet meetings scheduled meetings: a scheduled meeting begins at a particular time. Participants receive invites and instructions on how to join. Participants can join a scheduled meeting in the following ways: click a link to join from a browser download Breeze or the Starleaf app and click to join join using a StarLeaf room or desktop system join using third-party video conferencing equipment join as an audio-only participant from a telephone (PSTN) permanent meetings: This is the same as a scheduled meeting but without a date and time. A permanent meeting is a virtual meeting room that anyone can dial into at any time (sometimes known as a meet-me). Permanent meetings have the same features as scheduled meetings (invites, interoperability, PSTN dial-in, etc.). The dialing details never change and the meeting is always joinable Group Telepresence, 01 February 2018 Page 25 of 40

26 Joining a meeting on the room system Joining a meeting on the room system You can join ad hoc, scheduled, and permanent meetings from the room system. Joining a scheduled StarLeaf conference If you receive an invitation to a meeting, the details are shown on the Join Now button on the day of the meeting. The behavior of the Join Now button is as follows: If there are no scheduled meetings for the day, the Join Now button displays no conferences scheduled today If there is a scheduled meeting for the day, the Join Now button displays the name of the next meeting and the time it starts If you receive invitations to two overlapping meetings, the details of the first conference due to start display on the Join Now button. When the first meeting has ended, the details of the second meeting display. To join the second meeting at any time, dial the meeting ID which is in the meeting invite When the meeting is due to take place in ten minutes or less, the Join Now button is lit green and, instead of the time, displays how many minutes until the meeting is due to start When the meeting starts, the Join Now button flashes. Anytime after the Join Now button lights green, you can use the button to join the conference If a scheduled meeting is canceled, the meeting details are removed from the Join Now button. Note: Permanent meetings do not trigger the Join Now button, and do not appear on the button display. Join Now behavior The default message when there are no meetings scheduled. The message displayed when a meeting has been scheduled for that day. The message displayed when a scheduled meeting is due to start. The message displayed when a scheduled meeting has started. Whenever you are ready to join a scheduled or permanent meeting, either: Use the Join Now button when the button is lit green, or Dial into the meeting using the meeting ID, which is in the meeting invite Group Telepresence, 01 February 2018 Page 26 of 40

27 Joining a meeting on the room system Note: To join a permanent meeting, dial the meeting ID. Joining a conference on any other conferencing service You can join conferences on any other standards-based conferencing platform, such as Bluejeans for example. To do so, use the information in the conference invite. You can dial any combination of characters and digits using the touchscreen controller (press star to access a full keyboard). Joining an ad hoc conference When someone adds a person to a call, this is known as an ad hoc meeting. If someone adds you to their call, you receive a incoming call. To accept the call, select answer call to speak to the person who wants to add you to their call. If you do not want to join the meeting, ignore or reject the call. Group Telepresence, 01 February 2018 Page 27 of 40

28 How to schedule a meeting How to schedule a meeting When you schedule a meeting, you will log in to the StarLeaf Portal. There, you can choose when your meeting takes place and who attends. Your attendees receive invites to your meeting. To schedule a meeting: 1. Either: go to portal.starleaf.com and log in (using your address and the password you created when you activated your StarLeaf account) OR if you are a StarLeaf app user, choose add meeting in the app. This takes you into the StarLeaf Portal OR if you are a Breeze user, choose my conferences on your Breeze display. This takes you into the StarLeaf Portal 2. Go to Meetings > Schedule meeting. You can see the Schedule meeting page: 3. Add the details you require for Title and Description. These are included in the meeting invites. 4. If your organization has purchased the recording solution, select Record meeting to record this meeting. 5. Set the time and date for your meeting. Select a start and end time and date for your meeting Set a repeat if this meeting happens on a regular basis If this is a permanent meeting, select Permanent. The meeting never ends. It is a virtual meeting, that anyone can dial into at any time 6. Add Participants by address. Separate addresses with commas. You can include anyone's address. If participants do not already have StarLeaf, the 'invite' describes how to sign up as a guest or join using a browser. The invite also describes how to join your conference from any other standards-based video conferencing equipment and includes PSTN (telephone) numbers for audio-only participants. 7. If there are Room systems in your organization, you can add one or more. This means that your participants know which meeting rooms are in the meeting if they want to walk along to the nearest one. 8. Advanced settings: Keep people on hold until: Use this setting to determine whether people are able to talk to each other before you join the meeting Time zone: If you are in a different time zone to the one displayed here, correct it. This ensures that everyone to whom you send an invite knows the correct time for your meeting Group Telepresence, 01 February 2018 Page 28 of 40

29 How to schedule a meeting Layout : You can choose a layout for the meeting. Video layouts are described later in this document 9. Click OK. Note: If you are a Microsoft Outlook user, you can also schedule a meeting directly in Outlook. To do so, you will need the StarLeaf Outlook add-in. For more information, refer to the Knowledge Center. Group Telepresence, 01 February 2018 Page 29 of 40

30 Conference layouts Conference layouts The following video layouts are available for all meetings. Video layout In this layout, the current speaker is given prominence with the largest pane. Other participants are displayed in a strip below the current speaker. A maximum of five participants appear in the strip. Counters display the numbers of additional audio and video participants in the meeting In this layout, every participant is given equal prominence in equal-sized panes. The number of panes is determined by the number of participants in the meeting. Up to 25 participants are shown. Counters display the numbers of additional audio and video participants in the meeting In this layout, only the current speaker is seen in a large pane. This layout is sometimes known as 'speaker-only'. Counters display the numbers of additional audio and video participants in the meeting In this layout, the current speaker is given prominence in the largest pane. The size of that pane is determined by the number of other people in the meeting. Every participant remains visible at all times up to a maximum of 10 participants. Counters display the numbers of additional audio and video participants in the meeting The image below show a conference using the equal panes layout: The image below shows a speaker only layout: Group Telepresence, 01 February 2018 Page 30 of 40

31 Conference layouts The image below shows the speaker with strip layout: Default layouts Every organization has a default video layout for meetings. This is set in the StarLeaf Portal in My organization > Edit organization > Advanced settings: This is the default video layout for new ad hoc and scheduled meetings. However, individual users can override this: For ad hoc meetings, users can choose a different layout for all their ad hoc meetings in the StarLeaf Portal > My profile For scheduled meetings, user can choose a different layout when they schedule a meeting(refer to How to schedule a meeting) During a meeting, StarLeaf endpoint users can override the video layout and choose a different layout just for their own view Group Telepresence, 01 February 2018 Page 31 of 40

32 In-call conference control and icons In-call conference controls In-call conference control and icons When in a meeting, the StarLeaf touchscreen controller and Breeze show conference controls on the in-call control panel. You will have access to these controls if you are: the conference owner in an ad hoc (QuickMeet) meeting a participant in a scheduled meeting These controls are not available to participants who have dialed into a meeting from outside an organization. Participant controls You can individually control (mute or remove) every participant in a meeting. Participants who have been individually muted using these controls see a 'you are muted' notification. When there are five or more participants, the participant list becomes horizontally scrollable. To mute yourself (and the room you are in), use the microphone mute control on the touchscreen controller. Layout control Controls on the layout tab allow you to choose a different video layout. Conference control The conference control provides in-call controls. Group Telepresence, 01 February 2018 Page 32 of 40

33 In-call conference control and icons Lock conference: This prevents any more participants from joining this conference. Those that attempt to do so instead see a splashscreen telling them that the meeting is locked Mute all: This control mutes all other participants in the meeting. Participants muted in this way see a 'you are muted' notification End conference: This control causes the conference to end and all participants to be disconnected from it. There is a confirmation dialog before the meeting is ended Group Telepresence, 01 February 2018 Page 33 of 40

34 In-call conference control and icons In-conference icons and counters Audio-only and video-muted participants do not occupy a video pane in the video layout. Instead, they are listed by name (or telephone number, or URI) with an icon indicating status. If a meeting is being recorded, participants will see an icon indicating that recording is taking place. Conference icons This is an audio-only participant This participant has muted video This is a video participant, but there are insufficient panes in the conference layout to display everyone in the conference Meeting participants who are being recorded are able to see a 'recording in process indicator'. This is a red dot in the top right corner of the conference view The image below show the speaker-only layout. You can see the current speaker's name at the bottom of the main pane with other participants listed by name in the top right with their status icons. The 'recording in process indicator' is also present. Where content is shared, the name of the participant or meeting room that is sharing is shown. Group Telepresence, 01 February 2018 Page 34 of 40

35 About guest invites About guest invites Guest invites allow StarLeaf users to invite guests to video call them using either their browser or by installing the StarLeaf app. In this way, a StarLeaf user can have a video call with anyone. Guest invites are included in the StarLeaf Cloud service at no extra cost for StarLeaf users. StarLeaf does not limit users on the number of guest invitations. To send a guest invite, a user simply chooses Invite from the home screen of a StarLeaf endpoint or from their account page in the app. Alternatively, you can add a guest address to the list of participants when creating a scheduled meeting. If an invite is sent to a person who appears (by address domain) to be associated with your organization, you, as an admin, are notified. In this case, the guest is added automatically to your organization. Note that this auto-adding feature can be disabled if required. Note: StarLeaf prompts guests to download the StarLeaf app. If a guest appears to be in an existing organization (because their address matches a domain) and that organization has the app enabled for new users, that person will be prompted to download the app, will be added to the organization and will no longer be a guest user. If you send an invitation to someone and their domain matches an existing StarLeaf organization and that organization does not have the app enabled for new users (that is, the organization is still predominantly using Breeze), then that person will be prompted to download Breeze and not the app. Invite process 1. A user, in this case Anne Duffy, chooses to send an invite by selecting Invite on her StarLeaf Breeze: 2. Anne then types the of the person she wants to invite and selects invite. 3. The invited person receives an that explains the invite. The invite includes: a link to download the app a link to dialing instructions for calling into the StarLeaf Cloud either using a browser or by using existing video conferencing equipment 4. The invited person can either use the click-to-call link or sign up for the app. Alternatively, they can call the user directly using the dialing instructions provided. Group Telepresence, 01 February 2018 Page 35 of 40

36 About guest invites For more information refer to Dialing from third-party endpoints, below. Dialing from third-party endpoints The guest invite also provides a link to detailed instructions for how to dial the inviter from a third-party endpoint. This means that the guest has a choice: call from a browser, download Breeze, or use existing video-conferencing equipment to call the inviter. The instructions cover a range of third-party manufacturers, for example, Cisco, Tandberg, Polycom, Lifesize, Sony, Radvision, Avaya, Skype for Business. The picture below shows an example of the instructions. Group Telepresence, 01 February 2018 Page 36 of 40

37 About guest invites Default settings for a guest Note: StarLeaf prompts guests to download the StarLeaf app. If a guest appears to be in an existing organization (because their address matches a domain) and that organization has the app enabled for new users, that person will be prompted to download the app, will be added to the organization and will no longer be a guest user. If you send an invitation to someone and their domain matches an existing StarLeaf organization and that organization does not have the app enabled for new users (that is, the organization is still predominantly using Breeze), then that person will be prompted to download Breeze and not the app. The inviter and the guest appear in each other's personal contacts The inviter receives an notification that the guest has signed up and logged in successfully Guests can video call and screen-share in HD with StarLeaf users Guests can join video meetings created by StarLeaf users Guests cannot create a video meeting Guests do not have access to the company directory or presence information Guests can send invitations to other people Group Telepresence, 01 February 2018 Page 37 of 40

38 Using the Conference Phone 2220 Using the Conference Phone 2220 The Conference Phone 2220 is an optional accessory for the Group Telepresence system. It is a powerful and highly sensitive speakerphone and microphone. To toggle the microphone on and off (audio mute), touch the lights on the Conference Phone Note: StarLeaf recommends a distance of 50cm (20") between the Conference Phone 2220 and the Touch For information about installing the Conference Phone 2220, refer to the Knowledge Center. LED behavior The table below explains the behavior of the lights on the Conference Phone 2220 LED Solid blue Solid red Solid green State The Conference Phone 2220 is on. The audio is not muted. The Group Telepresence system is not currently in a call The Conference Phone 2220 is muted (either in a call or not in a call) The Conference Phone 2220 is ringing or the Group Telepresence system is currently in a call and audio is not muted Installing the Conference Phone 2220 If you are using the Conference Phone 2220, the installation procedure for the Group Telepresence system is slightly different. The diagram below shows how to connect the StarLeaf Touch to the Conference Phone and into the StarLeaf Controller connector on the rear of the Group Telepresence system. Group Telepresence, 01 February 2018 Page 38 of 40

39 Customizing your touchscreen controller Customizing your touchscreen controller There are some customizable options. To access settings, double press the Home button. Choosing a ringtone You can choose between ten ringtones. To do so: 1. Go to settings > sound. 2. Select ringtone and choose the ringtone you want. Sorting your contacts Your contacts appear in alphabetical order. You can choose whether you see them sorted by first name or by second name. To select a new sorting order: 1. Go to settings > contacts. 2. Select personal contacts > sort order and choose the sort order that you require. Sorting your company directory Your company directory appears in alphabetical order. You can choose whether you see it sorted by first name or by second name. To select a new sorting order: 1. Go to settings > contacts. 2. Select company directory > sort order and choose the sort order that you require. Group Telepresence, 01 February 2018 Page 39 of 40

40 Legal information Legal information Third party software acknowledgments Acknowledgments of third-party software are available at: Disclaimers and notices Copyright StarLeaf All rights reserved. This guide may not be copied, photocopied, translated, reproduced, or converted into any electronic or machine-readable form in whole or in part without prior written approval of StarLeaf Limited. StarLeaf Limited reserves the right to revise this documentation and to make changes in content from time to time without obligation on the part of StarLeaf Limited to provide notification of such revision or change. StarLeaf Limited provides this documentation without warranty, term, or condition of any kind, either implied or expressed, including, but not limited to, the implied warranties, terms or conditions of merchantability, satisfactory quality, and fitness for a particular purpose. StarLeaf Limited may make improvements or changes to the product(s) and/or the program(s) described in this documentation at any time. All other product and company names herein may be trademarks of their respective owners. Group Telepresence, 01 February 2018 Page 40 of 40